Formstack

Formstack is a web-based, electronic form builder and workflow/data management tool. Users create online forms to replace Word/PDF documents, then configure workflows, approvals, and routing. Formstack is mobile friendly, secure and standards compliant.

Formstack is ideal for:

  • Project data
  • Award and scholarship applications
  • Informal surveys
  • Departmental data needs i.e. Purchase requisitions, staffing changes
  • Common requests currently utilizing paper forms
How does Formstack work?

Formstack allows you to create simple yet powerful forms and workflows in a web-based user interface. The interface uses “click and drag” technology to rapidly create and deploy a form without any programming knowledge. Once the base form is built, things like email notifications, submission messages, and approval workflows can be added. Individual form submissions are available to view or export in an Excel format. It also integrates with ECU’s single sign-on technology. This means users can be required to authenticate before completing a form and certain directory information can be pre=populated in the form.

Usage Guidelines:

Form creators are expected to be aware of the type of data being collected and get approvals from the appropriate data steward before collecting any level 3 or level 4 data for each form. No prior approval is required to collet level 1 or level 2 data.  ECU categorizes data in 4 levels can be found here:

ECU Data Classifications

If you are unsure of the data type being collected, click here to see a list of data stewards, and contact the appropriate individual with questions. If you are collecting level 3 or level 4 data, it is required to obtain data steward approval before collecting the data for each form. Click here (insert link for TD ticket type for the data stewards) to complete a Team Dynamix support ticket that will route to the appropriate data steward.

Additional requirements for collecting data in Formstack:

  1. Do not collect any information you do not need.
  2. If you are emailing form submissions or exporting form data, the recipient emails must end in ecu.edu. Do not send submission data or data exports to non-ECU accounts without approval from the data steward.
  3. Formstack is NOT approved to collect any HIPAA data. If you have questions about whether it qualifies as HIPAA data, contact Michelle DeVille (or someone else TBD).
  4. Formstack is NOT approved to collect any PCI data. Contact Robin Mayo if you have specific questions about PCI data collection.
  5. Sensitive and confidential data should be stored with encryption technology within Formstack.
  6. Banner ID Is considered level 2 data and does not require prior approval for collection.
  7. Follow all records retention requirements as outlined in the University General Records Management
    1. Check the University of North Carolina System Retention and Disposition Schedule to determine the retention period required for your documents.
    2. Ensure that your documents are kept in an appropriate location during any retention periods.
    3. For any questions related to records management or retention and disposition, please contact Amy Bright, University Records Manager (brighta17@ecu.edu)

 

Related Links:

 

Get Started:
  1. Review the user guidelines above
  2. Reach out for data steward approval as needed (per form)
  3. Submit this Formstack request if you need a Formstack account
  4. Build and publish your form

Access to Formstack will allow you to create forms as needed for your department. Data steward approval must be obtained for each form collecting level 3 and/or level 4 data.